Kimmie Kym Hefler
Stratford,IA
Summary
Experienced Administrative Specialist adept at supporting senior executives with managing calendars, coordinating travel, and ensuring smooth operations. Seeking to utilize proactive problem-solving skills and discretion at the USDA to enhance productivity and contribute to team success in a fast-paced environment.
Overview
9
9
years of professional experience
1
1
Certification
Work History
Program Specialist
United States Department of Agriculture
Ames, IA
07.2024 - Current
- Maintain High Path Avian Influenza (HPAI) reagent testing kits inventory in MDS software system for the National Veterinary Services Laboratory (NVSL).
- Order urgent testing supplies for the NVSL.
- Monitor the laboratories' email inbox research and alert the specific lab of the need for immediate response or action.
- Serve as the unit timekeeper and expert in time and attendance matters.
- Document developed processes and create working instructions.
- Create and update the NVSL Rounds SharePoint page with access to videos and links to centralize access for employees.
- Serve as document manager reviewing new and updated SOP, policy, form, and reference documents in the MasterControl system.
- Record meeting minutes for project groups.
Quality Management Specialist
United States Department of Agriculture
Ames, IA
12.2022 - 07.2024
- Managed room reservations, calendar invites, and meeting materials for the Quality Assurance Unit (QA).
- Captured and summarized daily email content to identify action items, deadlines, and other important information for QA.
- QA Timekeeper and served as the expert in time and attendance matters.
- Coordinated unit travel, event packet preparation and review, and document management of SOP's.
- Developed new section visitor packets with COVID-19 protocols.
- Documented developed processes and created working instructions.
- Created an agenda and meeting minute template to organize meeting notes, allow for attendance taking, and capture action items and questions, that apply to multiple meeting formats.
- Organized and completed a large hard-copy to e-file document transfer project following established agency records management procedures and regulations for maintaining the filing system. Able to retrieve designated material upon request.
Administrative Secretary
United States Department of Agriculture
Ames, IA
04.2019 - 12.2022
- Provided complex administrative support and performed staff analytical and evaluative duties in support of the Veterinary Medical Officer (VMO), scientists, and section managers.
- Managed email communications, calendar appointments, and meeting materials for the Animal Resources Unit (ARU).
- Captured and summarized daily email content to identify action items, deadlines, and other important information for the ARU.
- Briefed the Supervisory Veterinary Medical Officer (SVMO) and managers, as needed, on the upcoming activities and meetings and the status of materials or pending actions to be discussed during the weekly scheduled meetings.
- Provided leadership and direction to animal caretakers.
- Facilitated ARU panel interviews, provided materials to panelists, followed up with the Selecting Official on items requiring further action or completion, and organized the files for later referencing.
- Provided internal/external customers with timely and accurate responses and assistance.
- Managed special projects and coordinated with unit delegates to develop and implement plans.
- Compiled from hard copy to electronic sensitive information and documents containing personally identifiable information in appropriate hard drives.
- Maintained employee hard and e-files and gathered supervisory and employee documentation for quarterly and annual progress reviews.
- Scheduled events, drafted presentations, and recorded meeting minutes for the IACUC committee.
- Assisted ARU staff with travel coordination, event packet preparation and review, and document tracking and filing.
- Developed new ARU processes for document updating, storing, and signing due to maximum telework.
- Created an agenda and meeting minute template to organize meeting notes, allow for attendance taking, and capture action items and questions, that apply to multiple meeting formats.
- Developed new ARU ordering and inventory processes for pharmaceuticals and animal care supplies.
Administrative Assistant
Iowa State University
Ames, IA
01.2016 - 04.2019
- Provided complex administrative support and performed staff analytical and evaluative duties in support of the Department Chair and Retired Astronaut Dr. Clayton Anderson to provide efficient and effective service to stakeholders.
- Managed email communications, calendar appointments, and meeting materials for the Department Chair and Retired Astronaut Dr. Clayton Anderson. Monitor their emails and alert them of emails needing immediate response or action.
- Captured and summarized daily email content to identify action items, deadlines, and other important information for the Department Chair and Retired Astronaut Dr. Clayton Anderson.
- Briefed the Department Chair and Retired Astronaut Dr. Clayton Anderson, as needed, on the upcoming activities and meetings and the status of materials or pending actions to be discussed during scheduled meetings.
- Provided leadership and direction to students, faculty and staff.
- Conducted studies of work processes to identify, analyze, and recommend solutions to problems in organizational structure, staffing, administrative procedures, department processes, or workload distribution.
- Provided authoritative information to inquiring parties on the Department Chair's views on issues and activities of current interest to the department.
- Gathered information and designed special reports relating to faculty tenure.
- Reviewed and analyzed documents for Academic Program Review.
- Gathered agenda items for committee meetings, provided materials to attendees, and recorded meeting minutes. Follow-up with the Committee Chair and members on items requiring further action or completion.
- Provided internal/external customers with timely and accurate responses and assistance.
- Managed special projects, and departmental events, and coordinated with delegates to develop and implement plans.
- Coordinated, scheduled, and gathered materials for large staff meetings.
Education
Associate's degree - Health Science
Kaplan University
Des MoinesBachelor's degree - Forensic Psychology
Walden University
04.2011
Skills
- Microsoft Windows (10 years)
- Problem Solving (10 years)
- VPN (6 years)
- Organizational skills (10 years)
- Computer Networking (6 years)
- Data Analysis/Synthesis (5 years)
- Calendar Management (10 years)
- Medical Terminology (10 years)
- Customer Service Trustworthy (10 years)
- Document Management (4 years)
- IT Support (6 years)
- Communication and Dissemination (10 years)
- Analyze Documentation
- Customer support (10 years)
- Quality Management (4 years)
Websites
Certification
- Medical Coding and Billing Diploma
- Obtained my Medical Coding and Billing diploma.
- Medical Assistant
- Obtained my associates degree in medical assisting 2011.
Accomplishments
- Collaborated with team of 56 in the development of Puerto Rico laboratory..
- Used Microsoft Excel to develop inventory tracking spreadsheets.
Links
linkedin.com/in/kym-hefler
Timeline
Program Specialist
United States Department of Agriculture
07.2024 - Current
Quality Management Specialist
United States Department of Agriculture
12.2022 - 07.2024
Administrative Secretary
United States Department of Agriculture
04.2019 - 12.2022
Administrative Assistant
Iowa State University
01.2016 - 04.2019
Associate's degree - Health Science
Kaplan University
Bachelor's degree - Forensic Psychology
Walden University